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WA Operating Procedures
for ADRA Disaster Volunteers
ACTIVATION: DCP Manager will call the ADRA Team Leader to ACTIVATE (immediate response) or place us on STANDBY.
ADVISE ALL TEAM MEMBERS to assist either as part of the initial team(s) or with relief on a roster as required. Ensure your contact lists are always up to date.
REPORT TO THE EVACUATION / RECOVERY CENTRE as directed by DCP Manager taking your KIT with you! Upon arrival, have each team member LOG ON using the form in your KIT. (NB: Log Off when leaving).
SET UP THE ADRA WORK AREA with facilities for a Team Leader, 2 Team Members (min.) on the front desk, and 1 Scribe (behind the team and away from public access).
BRIEFINGS by DCP throughout the event are to be attended by ADRA team leader.
Determine from briefings the likely impact on our accommodation services and report back
to your team.
AVAILABLE ACCOMMODATION - From your database (in your KIT) select and contact the venues and determine the accommodation now available. Record details on the ACCOMMODATION VENUES form, using one form for each venue. Ensure your available accommodation exceeds the expected evacuee numbers.
YOU ARE NOW READY TO RECEIVE EVACUEES after they are Registered by RED CROSS and Referred by DCP. Only those evacuees assessed as requiring accommodation can be attended to by ADRA so ensure the DCP Registration form authorises the accommodation. If not then refer the matter to the attending DCP officers for clarification.
ALLOCATING ACCQMMODATION - Each team member attending the evacuees is allocated Venue Forms by the Team Leader. From these forms, determine the appropriate accommodation for their needs and complete the triplicate ACCOMMODATION FORM fully.
• Hand the completed white copy to the evacuee to take to the venue.
• Record details on the Venue form and adjust available accommodation columns.
• Hand the Green and Yellow Copies to the Scribe.
THE SCRIBE has the important role of keeping record of evacuee placements and maintaining statistics for DCP.
The Scribe will:
• File the Green copy (this copy is for DCP) of the Accommodation Form in alphabetical order
• From the Yellow Copy, (ADRA Files) transfer the information onto the Accommodation Flow Chart. The Chart has space for several reallocations and an extension form should evacuees move to alternative accommodation.
• Information regarding the placement of evacuees is confidential and can be given ONLY TO DCP or their Agent. This is most important.
ROSTERING in extended disasters is essential.
• In the initial call out, the team(s) should be prepared to attend for up to 12 hours.
• Once the ADRA response has been established, backup team(s) should attend. A shift of 8 hours maximum is suggested. (Don't forget LOG ON/OFF)
• Ensure there is an information handover and debrief period of 30 minutes at each roster change. Incoming teams must refer to the file of Operation Log/Message Reports to orientate themselves.
COMMUNICATIONS of instructions and actions taken must be recorded on the Operation
Log/Message Report forms in your kit.
ACCOUNT RECONCILLIATION is a task carried out following the disaster.
• DCP Management may forward accommodation accounts to ADRA.
• Cross check accommodation accounts to the Accommodation Flow Chart/Venue and
Yellow Accommodation forms to ensure details such as names and nights charged are correct.
• Highlight any unauthorised expenses such as telephone and alcohol for the attention of DCP. Do not contact the venue regarding such matters. This is a matter for DCP to follow up.
• Return the accounts, together with the relative green DCP copy of each accommodation form, to DCP management.
ADRA EXPENSES incurred during the disaster are to be recorded on the Expenses Form (in your KIT) and forwarded together with relevant receipts/accounts to the State Manager for reimbursement.
A TEAM LEADER REPORT covering ADRA's part in the management of the disaster should be prepared by the Team Leader or a nominee and forwarded to your Area Coordinator as soon as possible after the finalisation of our involvement.
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